Government Procurement: Tenders, Direct Contracts, and Supplier Registration
Abbreviated Tender Process
This process is initiated in response to the regular budget allocated for goods and non-personal services, based on the Administration’s assessment of market competition and business needs.
Participation Requirements
The Administration should invite at least five service providers, who must be registered in the register of suppliers.
Tender Submission Deadlines
The deadline for receiving tenders may not be less than five nor more than twenty working days.
Adjudication and Award Process
The act of award shall be given within the period specified in the cartel, which may not exceed twice the limit for receiving tenders.
Direct Contracting Procedures
The Comptroller General of the Republic may, by reasoned decision, authorize direct contracting or the use of alternative procedures to the ordinary process in cases not covered by the foregoing provisions. This is permissible when there are reasonable grounds to believe it is the best way to achieve the proper satisfaction of the general interest or to avoid harm or injury to public interests.
Direct Contracting Application Requirements
The application must contain a detailed explanation of:
- The circumstances under which the use of the tender procedure is not appropriate or desirable to satisfy the public interest.
- The estimated amount of business.
- The specification of the budget that covers the outlay.
- The schedule and responsibility for activities to finalize the implementation.
- The manner in which the contractor is planned to be selected.
Vendor Registration System
The registration of suppliers serves as the primary instrument for covering natural and legal persons who wish to participate in administrative recruitment processes. This ensures they are properly supported and fully assessed for a particular type of competition, considering their record, sanctions, technical, financial, legal, and any other essential information for proper contractor selection and the public interest.
Required Supplier Registration Information
Interested providers must prove, among other things, the following:
- Name, business name, physical or legal charter (as appropriate).
- Phone number, fax number, physical address, and email address.
- P.O. Box.
- Representatives.
- Stock ownership.
- Means to receive notices.
- Indication if SMEs (Small and Medium-sized Enterprises) and their rank.
- Date of registration.
- Provider status.
- Country of origin.
Registration Information Updates
When a person or entity is registered in the Register of Providers and has met the registration requirements as an Administration bidder, they will not have to register again, provided the declared situation does not change, which will be indicated in the offer.
Supplier Record Exchange Agreements
Bodies or entities subject to administrative contracting procedures may establish information exchange agreements for their supplier records. This allows them to update and expand available information, or even agree to set up framework agreements and use a single record.
Register Use and Rotation
The Administration will use the Register of Providers in strict chronological order, based on the date of filing the application, once it has been accepted for filing and registration.
Adding and Updating Register Entries
At any time, natural or legal persons interested in being part of the Register of Providers may apply for incorporation.
Inactive Supplier Status
A supplier will be considered inactive if, having been invited to participate in government contracting procedures, they fail to do so on three occasions without just cause within a three-year term (counted from the first invitation). This also applies to those who refuse to update their registry information when requested by the Administration.